RENEWAL PROPOSAL COLORADO CHARTER SCHOOLS PROGRAM GRANT IMPLEMENTATION PHASE Colorado Department of Education

Transcription

1 RENEWAL PROPOSAL COLORADO CHARTER SCHOOLS PROGRAM GRANT IMPLEMENTATION PHASE Proposals Due: Wednesday, October 4, 2017 CCSP Grant Renewal Proposal Webinar: Wednesday, August 23, 2017, 12:00-2:00 PM For program questions contact: Ellen Roberts Peg McMillen For fiscal/budget questions contact: Marti Rodriguez Colorado Department of Education Schools of Choice Choice and Innovation Unit 201 E. Colfax Avenue, Room 210, Denver, CO 80203

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3 TABLE OF CONTENTS Grant Calendar... 4 Background... 6 Purpose of the Grant... 6 Eligible Applicants... 6 Educational Service Providers... 6 Proof of Eligibility... 7 Available Funds... 7 Duration of Grants... 7 Use of Funds... 8 Participation, Evaluation and Reporting... 8 Technical Assistance... 8 Evaluation... 9 Reporting... 9 Renewal Proposal Technical Assistance Review Process Award Process and Start Date Submission Process and Deadline Elements Application Format Technical Assistance Information CCSP Grant Budget Instructions References and Additional Guidance CCSP Grant Final Checklist Renewal Proposal Part Ia: Cover Page Part IB: Certification and Assurance Signature Pages Renewal Proposal Evaluation Rubric Scoresheet... 27

4 CCSP Selection Criteria and Evaluation Rubric Part III: Appendices Appendix I: Technical Assistance Proposal CCSP Grant (2-year) Appendix I: Technical Assistance Proposal CCSP Grant (3-year) Appendix J: Disclosure Information CCSP Renewal Proposal

5 Colorado Charter Schools Program Grant Calendar Saturday, July 01, 2017 Reminder REMINDER: CCSP Year 1 and Year 2 Implementation grant recipients can begin incurring expenses for the grant year, though expenses cannot be reimbursed until the annual financial report (AFR) is approved and the initial 25% of award is released, upon request Tuesday, August 15, 2017 Deadline DUE DATE: Final request for funds (RFF) for the CCSP grant (for all subgrantees not 11:59 PM receiving an extension) Wednesday, August 16, 2017 Event CCSP Grant and Application Training 9:00 AM 4:00 PM Wednesday, August 23, 2017 Deadline DUE DATE: CCSP Grant Intent to Submit and Eligibility forms 11:59 PM Wednesday, August 23, 2017 Event CCSP Grant Renewal Proposal Webinar 12:00 PM 2:00 PM Friday, August 25, 2017 Event Authorizers Meeting 9:00 AM 12:00 PM Friday, September 8, 2017 Event Annual Finance Seminar 8:00 AM 4:00 PM Wednesday, September 13, 2017 Event Administrator Mentoring Cohort 8:30 AM 3:00 PM Friday, September 15, 2017 Deadline EXTENDED DUE DATE: Final RFF for the CCSP grant (for all grantees receiving an 11:59 PM extension) Friday, September 15, 2017 Deadline DUE DATE: CCSP grant reviewers applications 11:59 PM Monday, September 18, 2017 Reminder REMINDER: Constitution Day is Sunday September 17th - all schools receiving federal funding are required to teach to the U.S. Constitution on this day Tuesday, September 19, 2017 Event CCSP Grant Budget Workshop 1:30 PM 4:00 PM Friday, September 29, 2017 Deadline DUE DATE: CCSP AFR (for all grantees) 11:59 PM Friday, September 29, 2017 Deadline DUE DATE: CCSP final report (for all Year 2 Implementation grantees) 11:59 PM Wednesday, October 04, 2017 Event Administrator Mentoring Cohort Meeting 8:30 AM 3:00 PM Wednesday, October 04, 2017 Deadline SUBMISSION DEADLINE: CCSP renewal proposals 11:59 PM Wednesday, October 18, 2017 Deadline SUBMISSION DEADLINE: CCSP grant application 11:59 PM Friday, October 20, 2017 Event CCSP Grant Reviewer Distribution and Training - by invitation only 1:00 PM 4:00 PM Friday, October 27, 2017 Event Board Fundamentals 9:00 AM 2:00 PM Thursday, November 02, 2017 Event CCSP Grant Application Review - by invitation only 9:00 AM 3:00 PM Wednesday, November 08, 2017 Event Administrator Mentoring Cohort Meeting 8:30 AM 3:00 PM Tuesday, November 14, 2017 Event Topic-based Webinar 11:00 AM 12:30 PM Friday, November 17, 2017 Event Business Managers Network Meeting 9:00 AM 3:00 PM Friday, November 17, 2017 Deadline NOTIFICATION: CCSP grant awards 5:00 PM Tuesday, November 28, 2017 Event CCSP Grant Post-Award Webinar 12:30 PM 3:30 PM December 2017 January 2018 Reminder REMINDER: Ask authorizer about combined application for federal funds and federal programs Friday, December 01, 2017 Event Authorizers Meeting 9:00 AM 12:00 PM CCSP Renewal Proposal 4

6 Tuesday, December 05, 2017 Event Topic-Based Webinar 11:00 AM 12:30 PM Friday, December 8, 2017 Event CCSP Grant Budget Workshop 8:30 AM 11:00 AM Tuesday, January 16, 2018 Event Topic-based Webinar 11:00 AM 12:30 PM Friday, January 26, 2018 Event Business Managers Network Meeting 9:00 AM 3:00 PM Wednesday, February 07, 2018 Event Administrator Mentoring Cohort Meeting 8:30 AM 3:00 PM Tuesday, February 27, 2018 Event Topic-based Webinar 11:00 AM 12:30 PM Thursday, March 01, 2018 February April 2018 March May 2018 Event Reminder Reminder Authorizers Summit (at Colorado Charter School Conference) REMINDER: CDE Grants Fiscal desk review of all CCSP grant recipients REMINDER: Site visit for CCSP Year 1 Implementation grant recipients 9:00 AM 1:00 PM Friday, March 09, 2018 Event Business Managers Network Meeting 9:00 AM 3:00 PM Tuesday, March 13, 2018 Event Topic-based Webinar 11:00 AM 12:30 PM Wednesday, March 14, 2018 Event Administrator Mentoring Cohort Meeting 8:30 AM 3:00 PM Friday, March 30, 2018 April June 2018 April June 2018 Deadline Reminder Reminder DUE DATE: Absolute deadline for CCSP grant recipients to submit charter contract and revisions REMINDER: Ensure your district is applying to CDE on your behalf for waivers to state statutes REMINDER: CDE program desk review of all CCSP grant recipients 11:59 PM Wednesday April 18, 2018 Event Charter School Boot Camp 8:30 AM 4:00 PM Thursday, April 19, 2018 Event Charter School Boot Camp 8:30 AM 4:00 PM Friday, April 20, 2018 Event Charter School Boot Camp 8:30 AM 4:00 PM Friday, April 28, 2018 Deadline DUE DATE: CCSP request to extend period to July 31, 2018 extenuating circumstances ONLY 11:59 PM Friday, May 04, 2018 Event Western Slope Combined Seminar 9:00 AM 3:00 PM Friday, May 11, 2018 Event Business Managers Network Meeting 9:00 AM 3:00 PM Tuesday, May 15, 2018 Event Topics Based Webinar 11:00 AM 12:30 PM Friday, May 18, 2018 Event Authorizers Meeting 9:00 AM 12:00 PM Friday, June 01, 2018 Event Board Fundamentals 9:00 AM 2:00 PM Wednesday, June 06, 2018 Event Administrator Mentoring Cohort Meeting 8:30 AM 12:00 PM Friday, June 29, 2018 Friday, June 29, 2018 Reminder Reminder Grant calendar updates can be found on the CDE website CDE Schools of Choice can be contacted at SOC@cde.state.co.us. REMINDER: Ensure your waivers to state statutes have been approved REMINDER: End of fiscal year for all grants (all grant funds must be obligated; all technical assistance requirements completed) Legend: CCSP Grant Authorizers Administrators Business Office Governing Board Extra CCSP Renewal Proposal

7 Background Colorado Charter Schools Program Grant Authorized by title V, part B, subpart 1 of the Elementary and Secondary Education Act of 1965, as amended (ESEA) 1 20 USC j, the federal Charter Schools Program (CSP) provides funding to State Educational Agencies with the purpose to increase national understanding of the charter school model and to expand the number of high-quality charter schools available to students across the nation by providing financial assistance for planning, program design and initial implementation of charter schools, and to support the dissemination of information about, including successful practices in, charter schools. Purpose of the Grant The Colorado Department of Education (CDE) has received a competitive grant under this federal program for to carry out the following objectives within Colorado. Increase the number of new, high-quality charter schools and expand the number of high-quality charter school places that enable all students to become educated and productive citizens capable of succeeding in society, the workforce, and life Build and grow capacity among authorizers, board members, administrators, and staff at new and existing charter schools to conduct quality authorizing, exert effective school leadership, implement quality, high-impact educational practices, and engage in continuous school improvement, so that all students become educated and productive citizens capable of succeeding in society, the workforce, and life In carrying out these objectives, the Colorado Charter Schools Program (CCSP) provides subgrants to qualified charter school developers for the planning phase and/or early years of implementation of new charter schools through the CCSP grant and assists new and existing charter schools within Colorado to support and improve their performance through coordinating and facilitating quality technical assistance. CDE retains 5% of these federal grant funds for CCSP statewide activities. Eligible Applicants Educational Service Providers Schools choosing to engage a for-profit or non-profit educational service provider (ESP) or educational management organization (EMO) must demonstrate that they and their governing boards are independent of the provider, and that all fees and agreements are fair and reasonable. The ESP does not qualify as an eligible applicant nor may it hold or manage a CCSP Grant awarded to a school. Schools must exercise special care to ensure that a direct representative of the applicant school, independent of the ESP, is identified to administer the grant 34 CFR and Contracts between schools and ESPs will be subject to review as a part of the eligibility process. 1 Note: On December 10, 2015, the President signed into law the Every Student Succeeds Act (ESSA), Public Law , which reauthorized the Elementary and Secondary Education Act of 1965 (ESEA), as amended by the No Child Left Behind Act of 2001 (NCLB). Under section 5(c) of the ESSA, CSP grants awarded in FY 2016 and earlier years will operate in accordance with the requirements of the ESEA, as amended by NCLB, and any continuation awards applicable to these grants also will operate in accordance with such requirements CCSP Renewal Proposal 6

8 Regulations and Guidance Applicants should also be aware of the following relevant provisions: January 2014 CSP Nonregulatory Guidance and 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards and Nonregulatory Guidance Student Support and Academic Achievement Programs. Proof of Eligibility Only those applicants determined to meet eligibility may receive the grant. Awards issued to schools, subsequently determined to be non-qualifying, will be suspended. Available Funds CCSP subgrants are renewed as a result of this renewal process and are based on the school s initial CCSP grant awarded amount. The renewal process to continue grant funding is not competitive, but is subject to available federal funds, appropriateness of the renewal proposal concerning the grant budget, student enrollment, need, student academic achievement, and progress made toward grant goals as outlined in the application. A school whose renewal proposal does not reach a minimum score will not be funded. Access to up to 25% of the anticipated award may be requested before the renewal proposal is approved, subject to a completed and approved AFR for the previous grant year. Duration of Grants The federal CSP program stipulates that not more than 36 consecutive fiscal months of funding be provided to any one sub-grant, with no more than 24 of those months in implementation phase, thus the CCSP grant has been set up to be awarded over two or three sequential fiscal years. 2 CCSP grants are renewed as a result of the renewal process and are based on the school s initial CCSP grant awarded amount. The renewal process to continue grant funding is not competitive, but is subject to available federal funds, appropriateness of the renewal proposal concerning the grant budget, student enrollment, need, student academic achievement, and progress made toward grant goals as outlined in the application. A school whose renewal proposal does not reach a minimum score will not be funded. Access to up to 25% of the anticipated award may be requested before the renewal proposal is approved, subject to a completed and approved AFR for the previous grant year. Continuation funding may be terminated if substantial progress is not being made to accomplish the grant project goals articulated in the initial CCSP grant application or if the charter school fails to make satisfactory student academic progress. Failure to draw down funds in a regular and timely manner, fulfill TA requirements, or meet enrollment projections by a significant amount may potentially disrupt funding. Regular communication regarding changes in plans, administration, or ability to fulfill obligation of the grant is encouraged to identify early solutions. 2 Schools awarded in Planning Year that due to unforeseen circumstances fail to open the subsequent year may be allowed to continue in Planning mode for an additional 12 months; however, if the school fails to open that subsequent year they may forfeit a portion or all of their remaining award CCSP Renewal Proposal

9 Use of Funds The CCSP grant is a reimbursement program, which means recipients will be reimbursed following proof of expenditures on allowable, approved activities. Under the allowable activities described in the ESEA 3, title V, part B, section 5204(f)(3), grant funds must be used for the following: Post-award planning and design of the educational program, including refining results (standards) and measurements (evaluation) of progress toward those results. Research-based professional development for teachers and other staff that includes national staff development standards. Initial implementation of the charter school including: o Informing the community about the school, o Acquiring necessary equipment and educational materials and supplies, o Acquiring, developing or aligning curriculum, and o Other initial operational costs. Further details on allowable use of funds can be found in the budget instructions section of this proposal as well as in the CCSP Guidebook, which serves as a resource companion for the CCSP grant and program. Participation, Evaluation and Reporting The CCSP grant is available to charter schools that are able to Demonstrate eligibility, Participate in regular required technical assistance. Budget funds according to federal guidelines Comply with reporting requirements, due dates and reviews Participation is an inherent expectation and required in return for funding. Subgrantees are expected to meet technical assistance, evaluation, and reporting participation requirements. Application indicates acknowledgement and consent to these contingencies. Technical Assistance CDE places great value on providing high-quality support and training to subgrantees based on research-proven best practices as a means of ensuring high-quality school programs. Subgrantees will be required to attend a variety of technical assistance options over the grant period that are intentionally designed to improve each school s chance for success. More information is available in the technical assistance section below and in the CCSP Guidebook. Risk Assessment Under all federal programs, CDE is required to assess subgrantees and their applications to identify potential fiscal and programmatic risks, which may result in increased reporting, monitoring, additional technical assistance, corrective action, and/or grant suspension or termination. This includes assessing the performance of ESPs as it relates to subgrantees successful operations. 3 Ibid CCSP Renewal Proposal 8

10 Award amounts may be reduced if subgrantees do not adhere to the terms of their grant; this includes if projected enrollment is not met, technical assistance requirements are not completed each year, funds are not spent in a timely manner, and reporting not completed. In order for schools to exit the program in good standing, it is imperative that subgrantees comply with all requirements of the program. Evaluation As a condition of this federal grant, CDE is responsible for evaluating subgrantees to ensure that they adhere to federal rules and regulations and accomplish their performance goals. This monitoring system reviews charter schools each year. Year 1 Implementation - A site visit is conducted by grant program staff to review a list of indicators to identify progress toward grant objectives, spending according to budget, educational programming, enrollment procedures, receipt of other federal funds and compliance to various other requirements, including fulfillment of TA, review of certifications, and submission of the AFR. Year 2 Implementation - A Charter School Support Initiative (CSSI) visit is conducted over the course of a threeday examination of the charter school to further evaluate and monitor for quality. This comprehensive review looks at academic performance, learning environment, organizational effectiveness, governance, and quality leadership through a variety of lenses. This review is conducted by a group of outside professional consultants who have experience in Colorado charter schools. The school is provided with a final written report that includes suggestions for both short- and long-term school improvements. The CSSI visit is a requirement of the CCSP grant program and may be paid for with grant funds. More information about the CSSI visit can be found in the technical assistance section of the CCSP Guidebook. Schools that fail to adhere to subgrantee RFP and/or federal guidelines or to demonstrate high academic achievement will be subject to corrective action and placed on high risk-status until concerns are resolved. Reporting CDE Schools of Choice is required to track specific information as a part of its federal CSP grant. Subgrantees will be required to: Join CDE Schools of Choice listserv. Multiple people from each school are encouraged to be on this list. Provide contact information for current board members, with officers identified, including a phone number and address for each board member. Notify CDE Schools of Choice upon any transition of administrator, leadership, or board at the school during the full two or three-year grant cycle. Note: Additional technical assistance may be required. A changeover in school grant contact will require the governing board to submit a written notification and the new school grant contact will be required to complete the CCSP Grant Post-Award Webinar within five business days. Provide information requested via survey and other data collection projects. Financial reporting: An AFR is required to be filed within 90 days following each grant fiscal year. The AFR reports actual expenditures made from the grant. If an AFR is not filed, subgrantees risk losing their funds for the following year. Final Grant Report: A final grant report is due to the CDE Schools of Choice within 90 days of the end of the final grant year. The final report should contain the following. 1. Executive summary (not to exceed one page) 2. Report on each grant project goal, including a summary of the progress made on each goal and objective 3. Report on the academic achievement and growth of the school, including a copy of the school s most recent School Performance Framework report and Unified Improvement Plan CCSP Renewal Proposal

11 4. Financial narrative report on how the grant was expended for each of the grant years and totals for the two- or three-year period 5. Expenditure report that details 100% of awarded grant funds and includes a property inventory of all equipment and non-consumable goods purchased with CSP grant funds (EDGAR 80.32, 74.34) Note: Completion of all CCSP requirements are necessary in order to exit the program in good standing. Change of Status: Should the charter school change to non-charter status within ten years of receiving a CCSP grant, grant funds must be reimbursed to CDE. An exception may be made for schools that convert status due to either federal or state law requirements for academic purposes. Data Privacy CDE takes seriously it obligation to protect the privacy of student Personally Identifiable Information (PII) collected, used, shared, and stored. PII will not be collected through the Colorado Charter School Program grant. All program evaluation data will be collected in the aggregate and will be used, shared, and stored in compliance with CDE s privacy and security policies and procedures. Renewal Proposal Technical Assistance Those submitting a renewal proposal MUST participate in the live CCSP Grant Renewal Proposal Webinar to be held on Wednesday, August 23, 2017, 12:00 PM 2:00 PM. This training will review the aspects of the renewal process and is required each year of the implementation phase of the grant award... CDE highly recommends that two or more individuals from each applicant charter school attend this training. Note: The school grant contact is required to complete the webinar. Review Process Continued CCSP funds are distributed to schools that successfully complete a renewal proposal following each CCSP grant year. Schools must first apply for and secure a CCSP grant to be eligible to apply for a renewal award. This renewal process to continue grant funding is not competitive but is subject to available federal funds, appropriateness of the renewal proposal concerning the grant budget, student enrollment, need, student academic achievement, and progress made toward grant goals as outlined in the initial application. Each section of the renewal proposal will be rated according to the selection criteria and evaluation rubric, included in this document. CDE program staff will review applications according to these criteria, as well as for completeness, adherence to the certifications of the applicant s initial CCSP application, budgetary restrictions, eligibility, and compliance with formatting requirements. This review will determine if the application is in compliance with Uniform Guidance (2 CFR 200) and the Education Department s General Administrative Regulations (EDGAR) and the basic requirements of the CCSP grant. Generally, the renewal proposal will be reviewed in light of the subgrantee s attentiveness to fiscal consideration and responsible use of grant funds to date. The renewal proposal is intended to provide an update on the progress the school is making toward its initial CCSP grant proposal. Thus, a variety of factors will be considered during the renewal process, including but not limited to appropriateness of the proposed budget legitimacy and prudency of the planned expenditures within the context of the subgrantee s overall financial picture continued alignment with the grant project goals established in the initial CCSP grant proposal progress toward grant project goals progress toward academic achievement evidence the charter school is being operated in accordance with the information provided in the CCSP grant proposal, including the demonstration of accountability CCSP Renewal Proposal 10

12 student enrollment and need appropriate and timely spend down of grant funds explanation of any significant discrepancies between the approved and actual expenditures of the prior grant year Implementation Grant renewal applications must be submitted by October 4, A school whose renewal proposal does not reach a minimum score will not be funded. Award Process and Start Date Renewal proposals will be reviewed and scored within three weeks of the submission deadline, and grant award letters will be sent via to successful applicants outlining their award amounts for subsequent year(s). The grant award letter may stipulate that additional information must be submitted within 30 days before final approval, including necessary revisions, budget modification and/or denied line items. Once additional information is satisfactorily provided to CDE Schools of Choice, the applicant will receive an stating the subgrantee has final approval. A follow-up from Office of Grants Fiscal will provide necessary grant fiscal forms (Fiscal Agreement and Request for Funds) and instructions on the reimbursement process for the grant. Schools can only incur 25% of their anticipated CCSP award amount prior to receiving final approval of their award. The budget period for the implementation phase years of the CCSP grant run from July 1 through June 30 each year. The proposed charter school grant project should reflect that timeframe CCSP Renewal Proposal

13 Submission Process and Deadline Submit the electronic copy of the entire application by 11:59 PM on Wednesday, October 4, 2017 to: The electronic version should include all required components as one document. Incomplete or late applications will result in a delayed consideration. AND Postmark the original plus one copy (via mail) by Wednesday, October 4, 2017 to: Schools of Choice Colorado Department of Education 201 E. Colfax Avenue, Suite 210 Denver, CO Elements The renewal proposal is intended to provide an update on the progress the school is making toward elements outlined in its initial CCSP grant application and must include the following elements in the sequence outlined: Part I: Cover Page, with signatures. Certification and Assurance, initialed and with signatures Part II: Narrative (limited to 16 pages) A. Executive Summary B. Progress toward Grant Project Goals C. Project Budget Narrative D. Accountability and Accreditation E. Continued Operation Part III: Appendices A. Charter School Enrollment Policy: Include lottery protocol and application form(s) if there have been any changes since initial application B. CCSP Grant Budget: Do not include. School s most current, approved budget will be used. C. Charter School Annual Budget: Include last audited financial statement (no more than 2 pages) and longterm budget showing five or more years D. Technology Plan: Include most current plan if there have been any changes since initial application E. Library Development Plan: Include most current plan if there have been any changes since initial application CCSP Renewal Proposal 12

14 F. Professional Development Plan: Include most current plan if there have been any changes since initial application G. Performance Management Plan: Include most current plan if there have been any changes since initial application H. Waivers Sought: Provide information on waivers in executive summary I. Technical Assistance Proposal: Include most current plan J. Disclosure Information: Include most current information Application Format All pages must be standard letter size (8.5 x 11 ). Use 12-point Times New Roman, Arial, or Calibri font, single line spacing, and 1-inch margins. Tables may be in an 11-point font. The narrative must address, in sequence, each section of part II identified in the CCSP Renewal Proposal Evaluation Rubric. State each part, section number and title in bold. Part II: Narrative cannot exceed 16 pages. Number all pages. Do not use a table of contents page or divider pages. Cover Page and Certification and Assurance must include original signatures. Staple the original and copy of the proposal in the top left corner. If too thick to staple, please use a binder clip. Do not attach curriculum, invoices, or any other document not specifically required as an attachment. If, for good cause, the applicant wishes to include an additional attachment, SOC@cde.state.co.us with your request for permission and a supporting rationale. Extraneous attachments, without proper authorization, will be removed and not submitted to the grant reviewer. Do not include cover pages for the attachments. Do not send any material that must be returned CCSP Renewal Proposal

15 Technical Assistance Information A technical assistance proposal must be completed and included as appendix H, which reflects participation from the initial CCSP grant year and proposes how requirements will be met for the remaining year(s) of the grant. CDE places great value on providing high-quality support and training based on research-proven best practices that are intentionally designed to improve each school s chance for success. This is why participation in technical assistance events is expected of grant recipients. There is flexibility within the technical assistance requirements for schools to tailor their selection of trainings to best meet the school s unique needs. Using the technical assistance requirements as a plan and grant funds as a resource, schools should self-evaluate and use this opportunity to build capacity. A training request form must be completed and submitted to CDE Schools of Choice PRIOR TO any individualized training for pre-authorization, and credit will be issued once the authorized training request form is resubmitted with reflections on professional development gains from the training. Below is an outline of the technical assistance requirements for subgrantees for each grant year of the CCSP grant cycle. Additional information on technical assistance can be found in the CCSP Guidebook. Technical Assistance Requirements Events Per Year Planning Year Year 1 Implementation Year 2 Implementation Subgrantee Support CCSP Grant and Application Training 1 CCSP Grant Budget Workshop 2 Encouraged CCSP Grant Post-Award Webinar 1 CCSP Grant Renewal Proposal Webinar 1 CCSP Implementation Grant Site Visit CDE Schools of Choice schedules with school Charter School Support Initiative Webinar recording Encouraged Charter School Support Initiative Site Visit Governing Board Support Charter School Board Training Modules CSSI team lead schedules with school 30 modules, complete collectively Complete modules 1-6, 8-11, 14, 17, 18, 23, and 25 Board Fundamentals 2 Complete modules 7, 12, 13, 15, 16, 19-22, 24, and Specialized Governing Board Training scheduled individually Encouraged Encouraged Encouraged Topic-based Webinar 4 to 6 Encouraged Encouraged Encouraged CCSP Renewal Proposal 14

16 Colorado or National Charter Schools Conference Breakout Sessions scheduled individually Performance Management Training scheduled individually CDE School Performance training or tutorial required Data dashboard with academic, culture, financial and operational measures required CDE Unified Improvement Plan training required Board selfassessment required Strategic planning training required Administrator Support Administrator Mentoring scheduled individually 8-10 hours required hours required hours required Administrator Mentoring Cohort Meeting 6 Specialized Instructional Leadership Training scheduled individually 3 required 4 required 4 required CDE Unified Improvement Plan Training scheduled individually Business Office Support Annual Finance Seminar 1 Business Managers Network Meeting Specialized Business Office Training 4 scheduled individually 1 required 3 required 3 required **For schools entering the CCSP grant in Year 1 Implementation, the technical assistance requirements are modified. Please see Appendix H: Technical Assistance Proposal CCSP Grant (2-year) for details CCSP Renewal Proposal

17 CCSP Grant Budget Instructions The most current, approved CCSP budget on file at CDE will be reviewed. The school s budget narrative should support the grant project goals identified in part II section B of the application. There should be evidence of a clear relationship between the progress toward identified goals, the completion of activities, and how the funds were spent. Renewal proposals should contain budget narratives for all years of funding. General Guidelines and Restrictions Allowable Costs To ensure that federal funds go as far as possible, proposed budgets must adhere strictly to the federal policy to supplement and not supplant (ESEA 4 Sec.5205(b)(3)(C)) any federal, state, and local moneys being provided to the school. Grant expenditures must follow 2 CFR Factors Affection Allowability of Costs. All expenditures must be necessary for the performance of the grant and be allowable under the Uniform Grant Guidance (UGG). All expenditures must tie to the approved application. All expenditures must be adequately documented. The following is provided to assist in the preparation of the budget. CURRICULUM alignment expenditures are only allowed for initial training prior to the implementation of a new curriculum or existing curriculum for a new grade level. LEGAL FEES related to employee and lease contract are allowed. If this fee is submitted beyond the first year, additional information must be provided to support the request. This cannot be recurring as this is intended to cover the initial review and set up of these contracts. MARKETING COSTS (LIMITED) a maximum of $10,000 in Planning Year and $5,000 in Year 1 Implementation. Subgrantees cannot purchase promotional items as outlined in the section below. SALARIES ONLY one administrator and one key staff person for three months prior to school opening. information includes name, title, list of activities funded by the grant, percentage of time per week, and length of time grant funding will be used to cover the salary. Instructional salaries are not allowed under this grant. Time and effort documentation is required for all personnel compensated with federal funds UGG Compensation-Personal Services (i) Standards for Documentation of Personnel. If a school will be submitting salary for two staff that are not the principal/head of school or the business manager, they must submit this request for prior approval. RECURRING COSTS are expected to shift to the operating budget for Implementation Years 1 and 2. Due to scale-up, this might not always be possible, so routine costs will only be allowed in Implementation Years 1 and 2 for expenditure associated for newly added cohorts/grades/classrooms. Schools that are unable to cover all or part of recurring costs for Implementation Years 1 and 2 with their operating budget can include the gap expense in their CCSP budget, but this requires an explanation in the line item narrative and certification by the school that these costs cannot be covered by Implementation Years 1 and 2 operating budgets. Site licenses for software are considered a recurring, operational cost and will not be allowed in Implementation Year 2. Telephones Computers for staff and students This list is not inclusive but is presented to show items that would be allowed under the CCSP grant. 4 Ibid CCSP Renewal Proposal 16

18 Recurring Costs The following items are examples of recurring costs that are not allowed without additional documentation explaining the additional request. Software licensing renewals Supplies that were clearly purchased in the prior year Curriculum purchased in the prior year Legal fees for lease or employment contracts that were included in a prior year Professional development that is not progressive in nature is considered recurring if it does not clearly indicate it is for a new cohort of teachers This list is not inclusive but is presented to show typical items that would be considered recurring under the CCSP grant. Costs not Covered by CCSP Grant The following items CANNOT be funded and should not be requested. Architecture fees Before and after school programs Bus passes Building insurance costs are considered facility cost Capital expenses, such as remodeling, American with Disabilities (ADA) compliance work, technology leases, elevators, water main valves, vans, tractors, bobcats, permanent fixture of equipment/furniture (rental or occupancy costs will be considered for a reasonable period of time before the school opens) Financial audit fees Food costs for staff, students or parents Gift certificates, alcoholic beverages, school apparel for staff or students, fines and penalties, and lobbying Grant oversight expenses Hiring/recruitment expenses such as a placement firm or travel for prospective employees (small amounts for advertising are acceptable) Installation costs associated with playground and/or fitness equipment, unless demonstrated as necessary to the school s vision/goals (subject to pre-approval) Kitchen equipment such as funding to purchase the equipment to set up food services within the school. Requests for this type of equipment are limited. The purchase of cafeteria tables is an example of what could be included on the CCSP grant. Legal fees outside of those directly related to employee and lease contracts Normal operating expenses such as utilities Professional dues or memberships Promotional/novelty items for advertising, events or recruiting Rental insurance costs are considered facility cost Salary and benefits for staff once the school has opened Student recruitment in the form of promotional items, food costs or any type of incentives Traffic study fees Travel costs for student expeditions (travel, etc.) Student recruitment expenses beyond $10,000 in Planning Year and $5,000 in Year 1 Implementation (none allowed in Year 2 Implementation). Non-educational/non-informative promotional/novelty items for advertising, events, or recruiting. Continuing education credit costs for professional development coursework completed at a college or university, as this would be considered compensation. The cost to complete college or university coursework relevant to grant project goals without credit may be considered. Program expenses outside of the scope of the school s charter or K-12 education; i.e., before/after school programs and preschool CCSP Renewal Proposal

19 Colorado League of Charter School s accountability self-studies and site visit expenses Colorado League of Charter School s or other retreats, unless based on needs assessment Out-of-state travel unless it can be demonstrated that the goal of the travel cannot be accomplished in-state (no out-of-country travel is permitted) This list is not inclusive but is presented to show typical items that cannot be covered with CCSP grant funds. References and Additional Guidance Additional information and guidance on budgeting, budget revision, and allowable expenses can be found in the CCSP Guidebook, as well as in the federal January 2014 CSP Nonregulatory Guidance. Applicants should also be aware of the following relevant provisions 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards and Nonregulatory Guidance Student Support and Academic Achievement Programs CCSP Renewal Proposal 18

20 CCSP Grant Final Checklist This checklist is designed to help you in completing your renewal proposal. The left-hand checklist offers suggested steps in reviewing, revising, editing, and finalizing the format for your submission. The right-hand checklist identifies steps in printing, signing and assembling your submission to ensure all of the necessary parts are included. Revising, Editing, and Formatting Proposal Printing, Signing and Assembling Proposal Does your lottery policy comply with the federal Charter Schools Program, title V, part B nonregulatory guidance? Has it been reviewed for compliance by CDE Schools of Choice? Have you stated things concisely and without redundancy? Have people not involved in writing the renewal proposal been used to edit the document and make sure that the document is clear and understandable? Have you checked for grammatical errors and spelling mistakes? Have you used bullets and headings to help the grant reviewer to follow the main sections of your grant proposal? Have you used a 12-point font in your document? Have you used 1-inch margins and formatted your proposal to print on 8.5 x 11 paper? Is the narrative limited to 16 pages? Have you prepared two (one original and one copy) hard copies of the grant to be given to CDE? Is your Narrative saved as a Word file? Do not send Narrative as a PDF. Appendices may be submitted as a PDF document. Is the cover page (with appropriate signatures and certifications) printed and on top of each printed copy? Have you attached as Appendix A your charter school s lottery policy, if there have been any revisions in the last year? Did you include sheets 2-4 of the current approved Excel CCSP Grant Budget as Appendix B? Is your school s latest annual budget and longterm budget included as Appendix C? If you are requesting technology funds, is your current Technology Plan included as Appendix D? If you are requesting funds for a school or classroom-based library, is your current Library Development Plan included as Appendix E? Have you included your most current Professional Development Plan as Appendix F? Have you included your most current Performance Management Plan as Appendix G? Have you completed and included your Technical Assistance Proposal as Appendix H? Have you provided the necessary disclosure information in appendix I if any of your agreements or contractual relationships have changed in the last year? Have you attained prior approval from CDE for any additional attachments/appendices? Have you stapled or binder-clipped each copy of the proposal in the upper left-hand corner and have you refrained from using divider pages or binders?

21 Colorado Charter Schools Program Grant Renewal Proposal PART IA: Cover Page (Complete and attach as the first page of proposal) Name of Charter School: Amount Requested for : Number of students for : Amount Requested for : Number of students for : Physical Address (Street, City, State, Zip): School Grant Contact Person, Title (May not be a member of a EMO or collaborative): Telephone: Signature: Authorizer (LEA) Information LEA DUNS Number 5 : CDE District Code: CDE School Code: NCES ID: Authorizer: Authorizer Grant Contact Person, Title (Authorized Representative): Telephone: Signature: Authorizer Superintendent/Executive Director: Signature: Authorizer Board President: Signature: Authorizer Fiscal Manager (Please note: Charter schools within a district must list the District Fiscal Contact. Institute charter schools must list the CSI Fiscal Contact.) Fiscal Manager: Telephone: Signature: 5 Per 2CFR chapter I part 25 and the Office of Management and Budget guidance on FFATA subaward and Executive Compensation Reporting issued on August 27, 2010, subawards can only be made to entities with DUNS numbers. To be eligible for award, LEAs must be registered for and/or provide their DUNS number to the Colorado Department of Education as part of their application. Entities may register or request their current DUNS number by visiting or by calling Please note: If proposal is approved, funding will not be awarded until all signatures are in place. Please attempt to obtain all signatures before submitting the application CCSP Renewal Program 20

22 Information: Year School Started: Year Charter Expires: School accreditation level from School Performance Framework (if available) Performance Improvement Priority Improvement Turnaround N/A Percentage of Students Qualifying for Free or Reduced Lunch (indicate if actual or approximate): Percentage of Students with an Individualized Education Program (indicate if actual or approximate): October 1 Count (actual) or Projected Enrollment Pre-K: K-12 Total: Grades K-5: Grades 6-8: Grades 9-12: Pre-K: K-12 Total: Grades K-5: Grades 6-8: Grades 9-12: Pre-K: K-12 Total: Grades K-5: Grades 6-8: Grades 9-12: Pre-K: K-12 Total: Grades K-5: Grades 6-8: Grades 9-12: Pre-K: K-12 Total: Grades K-5: Grades 6-8: Grades 9-12: Federal Program Funds the Charter School Applied For or Will Be Applying For (Check with your school district to understand how these funds may be or are available to your charter school) Title I, Part A: Improving Basic Programs Operated by State and Local Educational Agencies Title II, Part A: Preparing, Training, and Recruiting High-Quality Teachers, Principals or Other School Leaders Title III: Language Instruction for English Learners and Immigrant Students Title IV, Part A: Student Support and Academic Enrichment Grants Title V, Part B: Rural Education Initiative Please identify your school model (check all that apply): Arts/Performing Arts Competency-based Alternative Education Core Knowledge Campus/Credit Recovery Direct Instruction Blended Learning Dual Language/Immersion Career and Technical Education Early College/Concurrent Enrollment Classical Expeditionary Learning College Prep Gifted Education Inclusion Online format only Montessori Project-based Single Gender STEM/STEAM Waldorf Other * CCSP Renewal Proposal

23 Part IB: Certification and Assurance Colorado Charter Schools Program Grant The Board President and Board-Appointed Authorized Representative must sign below to indicate their approval of the contents of the application, and the receipt of program funds. On (date), the Board of (Charter School) hereby applies for and, if awarded, accepts the federal program funds requested in this application. In consideration of the receipt of these grant funds, the board agrees that the general assurances for all federal funds and the terms therein are specifically incorporated by reference in this application. The board also certifies that all program and pertinent administrative requirements will be met. These include the Education Department General Administrative Regulations, the Office of Management and Budget Accounting Circulars, and the Department of Education s General Education Provisions Act requirement. In addition, the board certifies that the charter school is in compliance with the requirements of the federal Children s Internet Protection Act, and that no policy of the local educational agency prevents or otherwise denies participation in constitutionally protected prayer in public schools. Charter school / authorizer partnerships that accept funding through the Colorado Charter Schools Program grant agree to the following certifications: 1. Applicant grant contact (charter school authorized representative) possesses the legal authority to apply for this grant on behalf of the school. If the grant contact is not the chair of the governing body (due to conflict of interest), a resolution or motion has been adopted by the applicant s governing body directing and authorizing the grant contact the delegated responsibility to act on their behalf to submit this application, including all understanding and assurances of certifications contained herein, to execute the grant, if approved, to comply with certifications, budget, and fiscal requirements, and act as the governing body s authorized official for the grant program. The grant contact has no conflict of interest with any party (employee, management organization, contractor, vendor, etc.) that has a financial interest in the grant award. 2. Recipient schools and their authorizer will, for the life of the grant, participate in all federal, state, and authorizer data reporting and evaluation activities expected of all publicly-funded schools, unless exempt through waiver; and will participate in those activities outlined in the participation, evaluation and reporting section of the CCSP grant request for proposal, including participation in CDE Schools of Choice annual evaluations, studies and surveys and submission of annual financial reports, final grant report and supporting documentation. 3. Recipient schools and their authorizer will ensure that at least one person from the charter school will subscribe to and be responsible to receive communication from the CDE Schools of Choice listserv for the life of the grant. 4. Recipient schools operate (or will operate, if not yet open) a charter school in compliance with all state and federal laws and that does not discriminate based on race, gender, national origin, color, disability, or age. 5. Recipients will be aware of and comply with all provisions of the ESEA 6 ), including, but not limited to, provisions on title V, part B, subpart 1, title IX, Boy Scouts of America Equal Access Act, Armed Forces 6 Ibid CCSP Renewal Program 22

24 Recruiter Access to Students and Student Recruiting Information, Unsafe School Choice Option, Family Educational Rights and Privacy Act, Privacy of Assessment Results, and School Prayer, Pub. L Recipients will be aware of and comply with federal laws including, but not limited to, the Age Discrimination Act of 1975, title VI of the Civil Rights Act of 1964, title IX of the Education Amendments of 1972, section 504 of the Rehabilitation Act of 1973,, part B of the Individuals with Disabilities Education Act,and 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards and Nonregulatory Guidance Student Support and Academic Achievement Programs.. 7. Recipient schools and their authorizer will be aware of and comply with Executive Order 13513, Federal Leadership on Reducing Text Messaging While Driving, October 1, 2009, by acknowledging that grant recipients and their personnel are prohibited from text messaging while driving a government owned vehicle, or while driving their own privately owned vehicle during official grant business, or from using government supplied electronic equipment to text message or when driving. 8. Recipient schools and their authorizer will ensure knowledge of and compliance with all provisions of U.S. Department of Education Charter Schools Program Nonregulatory Guidance (January 2014 or subsequent version), which includes specifications on use and structure of a lottery for enrollment if the charter school is oversubscribed, as well as guidelines on eligibility, use of grant funds, and administrative and fiscal responsibilities. 9. Applicant has provided the school s authorizer with adequate and timely notice of this grant application including the opportunity to review the complete CCSP application prior to submission 10. Recipient schools and their authorizer shall ensure that a student s records, and, if applicable, a student s individualized education program as defined in section 602(11) of the Individuals with Disabilities Education Act, are transferred to a charter school upon the transfer of the student to that charter school, and to another public school upon the transfer of the student from a charter school to that public school, in accordance with applicable law, Pub. L , section Authorizer recipients ensure that the charter school will receive funds through federal programs administered by the U.S. Department of Education under which funds are allocated on a formula basis. Each charter school will receive funds for which it is eligible. 12. Recipient schools and their authorizer will be aware of and comply with ESEA 7, title V, part B [20 USC 7221c. section 5204, (e)(4)(b)], which states, A local educational agency may not deduct funds for administrative fees or expenses from a subgrant awarded to an eligible applicant, unless the applicant enters voluntarily into a mutual agreed upon arrangement for administrative services with the relevant local educational agency. Absent such approval, the local educational agency shall distribute all subgrant funds to the eligible applicant without delay. 13. Recipient schools will ensure that the awarded grant funds will be spent or encumbered by June 30 of each grant year, unless extenuating circumstances warrant an extension request. Recipients understand that any such extension request must be made by the Authorizer on their behalf no later than June 1 of the respective grant year, and that if an extension request is not approved by CDE on the grounds that extenuating circumstance have not been established the recipient school will be held to the June 30 deadline. 14. Recipients shall maintain accounting records and procedures in accordance with state and federal requirements that ensure proper disbursement of, and accounting for, federal funds, including evidence pertaining to costs incurred, with the provision that the records shall be kept available by the grantee during the grant period and thereafter for five full years from the date of final payment. CDE must be permitted to audit, review, and inspect the grantee s activities, books, documents, papers and other records relating to the expenditures of grant proceeds. The recipient further agrees to comply with all 7 Ibid CCSP Renewal Proposal